GIS Order-to-Pay FAQ

GIS Order-to-Pay FAQ

1. Registration & Login

1.1 How do I get my Coupa Supplier Portal (CSP) Access / Account?
An invitation e-mail will be sent to the GIS primary contact of your company. He/she will need to register to the platform via the link in the invitation e-mail. In case, you need additional users for your company, the primary contact has to invite them in Coupa Supplier Portal (CSP).

1.2 Is there a cost to use this platform? 
No, Coupa Supplier Portal (CSP) is a free platform for suppliers. It can be accessed through any web browser (i.e. Google Chrome, Safari).

1.3 Do I need to install or download additional software to work with Coupa Supplier Portal (CSP)?
No additional software is required. You will only need access to the Internet and an e-mail account to access the Coupa Supplier Portal (CSP).

1.4 Do I get the registration mail automatically or do I have to request it?
The primary contact of your company for GIS will receive it automatically from GIS via invitation e-mail. In order to be linked with GIS account in CSP, we advise to wait for GIS invitation e-mail and please not to register via Coupa login page directly (http://supplier.coupahost.com).

1.5 Why I do not yet receive the invitation e-mail from GIS to register to platform?
Sometimes, e-mails may get flagged as spam. You can check your spam/junk e-mail folder. Another reason could be timing of implementation is not reached yet. Please check the timetable in the communication pack.

1.6 When will I receive an invitation e-mail from GIS to register to Coupa Supplier Portal (CSP)?
GIS has a phased approach for the implementation. You will be invited according to this plan and timing.

1.7 If I am currently using Coupa Supplier Portal (CSP) for another customer, can I connect GIS with my existing CSP account?
You will receive an invitation email from GIS to register to CSP. Once you receive this invitation, you will have to register for GIS and you will have chance to merge your current accounts. There is an option in the Admin menu in CSP to request Coupa to merge your accounts to the same CSP account. 

1.8 After registration, how do I login to the platform?
https://supplier.coupahost.com/

1.9 Why can I not log in to the Coupa Supplier Portal (CSP)?
There may be multiple reasons. 1. You are not yet registered. Please see above. 2. You forget your password or your password has expired. You can reset your password from the login page. If you still have problems, please contact support@gisinternational.net

1.10 How do I register if the admin/owner of the CSP account left the company?
GIS can support you to restore your account in the platform, please contact support@gisinternational.net

1.11 Where can I set my language preferences?
You can change your system language at the bottom of the page in Coupa Supplier Portal (CSP).

1.12 Where can I set my regional settings for date, time and number format used in the platform?
You can setup your regional preferences in your Settings page in the platform. You can reach Settings page from top right corner under your name.

1.13 Which GIS entities are concerned by the rollout of Coupa Supplier Portal (CSP)?
GIS has a phased approach for the implementation. You will be invited according to this plan and timing. Please check the timetable in the communication pack.

1.14 Which GIS business processes are covered in the Coupa Supplier Portal (CSP)?
In Coupa Supplier Portal (CSP), suppliers can receive GIS POs, acknowledge/confirm POs and create e-Invoices. Suppliers who are registered to CSP will be able to ask PO changes, create credit notes and see online invoice status as well.

2. Purchase Orders (PO)

2.1 When will I start receiving POs from GIS through Coupa Supplier Portal (CSP)?
GIS has a phased approach for the implementation. You will be invited according to this plan and timing. Please check the timetable in the communication pack.

2.2 Will I still receive POs via e-mail from GIS as we currently do?
Yes, you will receive a PO notification e-mail from GIS. This e-mail will look different than before since you are able to interact with GIS via action buttons and also connect to Coupa Supplier Portal (CSP) via inserted link in the PO e-mail.

2.3 How do I see GIS POs in Coupa Supplier Portal (CSP)?
Once you are logged in to GIS Coupa Supplier Portal (CSP), you will see overview of all your orders in the Orders tab. If you are connected to more than one Coupa customer, please select GIS from the Select Customer dropdown menu. If you do not see GIS purchase orders, please contact support@gisinternational.net

2.4 How can I acknowledge/confirm GIS POs?
When you enter to PO details page, please review PO details and enter your confirmed delivery dates, tick “Acknowledged” checkbox and click “Send” button.

2.5 How do I receive and acknowledge/confirm GIS POs if I haven’t register to Coupa Supplier Portal (CSP) yet? 
You will receive a PO notification e-mail from GIS. You can still acknowledge/confirm PO and create e-Invoice via the links in the PO email. However, you cannot request a change request and create credit notes if you are not registered to Coupa Supplier Portal (CSP).

2.6 What if the PO is not correct? How do I request order change?
Please login Coupa Supplier Portal (CSP) to request change in the PO (e.g. price, quantity, additional charges). Your request will be reviewed by GIS and communication will be organized via CSP. All POs with pending change requests are listed in “Order Changes” tab in CSP. If GIS accepts your change request, you will receive a “Revised Purchase Order” notification e-mail and the status of change request will be “Approved” in “Order Changes” tab in CSP.

2.7 Will all GIS POs not invoiced yet and prior to our registration be included in Coupa Supplier Portal (CSP)?
After the Go Live date (see timing per GIS entity), all PO’s are sent via Coupa platform. Older GIS POs will not be included in Coupa Supplier Portal (CSP). GIS has a phased approach for the implementation. You will be invited according to this plan and timing. Please check the timetable in the communication pack.

2.8 Which supplier address will appear on the POs, the Legal Entity address or the address mentioned in the profile? 
The Legal Entity address is the one that will appear on the POs. All the addresses displayed in the PO are taken from the GIS internal systems. If you have wrong address in the PO document, please contact with PO user from GIS.

2.9 How do I know if the goods have been received? 
In the “Orders” tab in Coupa Supplier Portal (CSP), if you click on “Order Lines”, you can create a view that contains the field “Received”. If you display this view, you will be able to see which order lines have the Goods Receipt in GIS internal systems.

2.10 What does ASN mean? What should I do about it?
ASN stands for Advance Shipping Notice. Once you have shipped the goods, you can create ASN in order details page in Coupa Supplier Portal (CSP). While creating an ASN, you can indicate your shipment carrier, tracking number and notes.

3. Invoicing

3.1 How do I create an Invoice to GIS through Coupa?
You can create invoices from Coupa Supplier Portal (CSP) or from PO notification e-mail. In CSP, on the Orders tab, you will see the GIS POs and you need to click the yellow coins on the action buttons to create an invoice. From PO Notification e-mail, you can click “Create Invoice” button to create an invoice.

3.2 How do I create an invoice/credit note without a Purchase Order through Coupa?
You cannot create invoices/credit notes without a GIS PO issued via Coupa. If you have an uninvoiced GIS PO which you did not receive through Coupa platform, you can send your invoice to GIS related invoice e-mail address.

3.3 Once the Coupa Supplier Portal (CSP) is in place, do I have to send a hard copy of the invoice by mail in addition?
No. The legally compliant invoice will be automatically generated in CSP on your behalf. You should not send the same invoice by e-mail.

3.4 Do I need to upload invoices generated by my organisation?
No. Coupa will generate a legally compliant invoice based on the fields filled out by you in the CSP for the invoice. GIS will not process the physical invoice (e.g. a PDF) from your organisation.

3.5 What if the quantity I want to invoice is different than the quantity on the PO?
This is possible. You can invoice partially if only a part of the goods or services that were ordered have been delivered by you.

3.6 How do I create a credit note to GIS through Coupa?
You can create Credit Notes to GIS from Coupa Supplier Portal (CSP). In CSP, on the Orders tab, you will see the GIS POs and you need to click the red coins on the action buttons to create a credit note. You can create either partial or full credit note.

3.7 How do I add shipping or other miscallenaous charges to an invoice?
You can add shipping, packaging or other miscallenaous charges at the bottom of the invoice.

3.8 What do I do if an invoice was disputed (rejected) by GIS?
You will get a notification with the dispute reason and comments from GIS via Coupa. You can follow the steps mentioned in the notification.

3.9 Is there any control check in order to not invoice twice the same line of a given PO?
You can invoice the same PO line multiple times in case of partial invoicing. Only the remaining quantity on a certain line can be invoiced.

3.10 Once an invoice has been approved by GIS, what do I need to do next?
Nothing. The invoice is now booked in GIS internal systems successfully based on 3-way-match (PO, receipt, invoice).

3.11 Is it possible to submit multiple invoices at the same time or do they need to be submitted one by one?
You need to submit invoices one by one.

3.12 Must the invoice date in the CSP be identical to the date in our ERP System?
Yes, the invoice date must be identical in both your own system and the CSP.

3.13 If an invoice refers to several orders in CSP, will this be accepted?
Yes. You can create an invoice with multiple lines referring to different POs in CSP.

3.14 Is there any standard to be followed while giving invoice and credit note numbers, or is it automatically generated to avoid conflict? Do we have any alert if the invoice number is already used?
Any invoice and credit note should have a unique number. This is the one generated by your ERP system. An error message will pop up once you try to submit an invoice with a number that was used before.

3.15 If a good receipt is not yet validated by GIS, will Coupa then put the invoice in dispute?
No, the invoice status will be “pending approval” in CSP until the good receipt is completed in GIS internal systems. The reasons why an invoice can be in status “pending approval” are either the good receipt is missing, or there is a tolerance failure on the price or the extra charges.

3.16 Can an invoice be disputed because of not conforming goods or not finished work?
If the goods are not confirmed or the work is not finished, the good receipt will not be validated by GIS. Therefore, the invoice will stay in “Pending Approval” status based on 3-Way-Match principle in CSP.

3.17 Is it possible to edit an approved invoice?
No, it is not possible to edit an issued invoice, although you can start creation of credit note (See 3.6)

3.18 Why do I receive ”please fix the error” message during invoice creation?
This message appears in case of a mistake in the header or a blank mandatory field. You can follow the steps indicated in the error message.